Catalog Submissions

Submissions Requisites for all Accepted Formats

A bibliographic record will be created within 6 months of submission for those items meeting the specified submission criteria.

The material submissions will be returned to the director of the initiating library if:

No adequate and complete bibliographic record is available in OCLC or other standard sources routinely used by BCCLS catalogers after three months past the publication date, or

Justification is needed for inclusion in the BCCLS database, or

The record does not meet submission criteria.

Libraries should reconsider adding these items to their collection or add them as uncataloged.

Non-Fiction

Non-fiction submissions published more than five (5) years before the calendar year in which submitted will not be accepted. Exceptions may be made for local history or Jerseyana.

Electronic Resources

A record for paid electronic resource databases can be included in the BCCLS catalog if all BCCLS cardholders have in-library access to the database from within the owning library.

It is understood that residents of the community served by the owning library can also have remote access, which would not be available to out-of-town BCCLS cardholders. Paid electronic resources restricted to an individual library's resident patrons will NOT be linked to the BCCLS catalog.

Paid electronic resources must be linked to a bibliographic record in a uniform manner established by BCCLS. It is the responsibility of the owning library to maintain its listing of electronic resources holdings and to weed as appropriate.

Owning libraries are not required to link paid electronic resources to the BCCLS catalog.

DVDs & Blu-rays

All standard DVDs must be Region 1 or 0 and Blu-ray Discs must be Region A/1 to be submitted for inclusion in the catalog.

Print-On-Demand

Libraries should refrain from requesting new bibliographic records for old titles which have become available via print-on-demand services. Libraries are encouraged to purchase editions which are already represented in the catalog. New intellectual property that meets other criteria, such as local interest / local author / local curriculum, will be accepted with written justification by director for inclusion in the catalog.

Self-Published Materials

Self-published materials must be carefully considered before submission.

Ideally items will have been reviewed by a professional source (LJ, BL, PW, Kirkus, VOYA, etc.)

Items submitted without a review may be accepted if accompanied by written justification for inclusion in the catalog by the director.

Items without professional reviews may be linked as uncatalogued.

Materials by local authors or dealing with local history do not require a professional review. These items will only be entered into the database upon submission, with justification, by the director. This applies to both fiction and non-fiction.

If a bibliographic record is created in error and will be removed from the catalog, the cataloging staff at the BCCLS office will move any linked items to an uncataloged bibliographic record and notify the director of the item owning library of the action taken.

Recommendation:

AV Media

The standards for AV media mirror those for print. It is suggested that the following tools be used to select materials for purchase:

Audiobooks: Catalogs from publishers specializing in the library market which have proven reliable both in terms of previously reviewed titles and durability of product such as Recorded Books or Audiofile.

The ease with which much AV material can be copied permits many companies to issue the same work. Material which exists in multiple editions should be purchased with an eye to quality of transfer and durability as well as cost. Caution is advised in selecting multiple editions as the duplication confuses users, artificially inflates the size of the database, and incurs additional costs in creating bibliographic records for duplicated material.

Information Required to Submit Materials for Cataloging

Policy:

All information necessary to create the bibliographic record for an item must be submitted as detailed below.

Procedures:

Prior to sending photocopies or scanned images of materials being submitted for cataloging, the following steps should be followed:

Search Polaris for a record.

If a record is not found in Polaris, search SkyRiver for a record.

If a record is not found in either Polaris or SkyRiver approximately two weeks after the item has been released, an unavailable record report should be submitted to SkyRiver.

If SkyRiver responds that the record will not be created, repeat steps 1 and 2 before following the procedures outlined below.

The inclusion of a professional selection or review source (e.g. LJ, BL, PW, Kirkus, VOYA, SLJ, Video Librarian, etc.) is required for priority entering into the database. If there are special circumstances that make the submission time sensitive, this should be noted as well.

Books

Photocopy of title page and verso (colophon is necessary)

Author

Title

Publisher

Place of Publication

Copyright date (publication date if it's different from the copyright date)

Pagination (all the numbered pages: e.g. vi, 59, 10 pages)

Size (height/width)

ISBN

Accompanying materials

Series information

Edition

Selection or review source with date if possible (optional)

Additionally, for non-fiction five years or older, the specific criteria for inclusion in the database

Periodicals

Photocopy of the cover and the masthead (where the ISSN and business particulars for frequency, cost, and publisher is located)

Title

ISSN

Publisher

Place of publication

Frequency of publication

Volume/number/date

Mergers and previous titles; subsequent titles, if any

ISBN, if available

Selection or review source with date if possible (optional)

Audiobooks

Photocopy of item, front and back cover of container, plus any inserts noting narrator or run time information

Author

Title

Publisher

Release date and place

Name of reader/performer/narrator

ISBN

Manufacturer's name and number

Run time

Number of pieces

Abridged or unabridged

Mono or stereo, Dolby processed

Unique features - e.g., adapter needed for stereo use, special device needed to play

Series

Selection or review source with date if possible (optional)

*Note: For media the primary source of information is on the media itself, not on the packaging.

Visual Materials

Photocopy of item, photocopy of front and back of container, run time, or production information